SSIS as a Case Management Tool Nan Beman

SSIS as a Case Management Tool Nan Beman Anne Broskoff Mentor Meeting August 23, 2005

Requirements and References o 45 CFR Chapter XIII 1355. 53 Conditions for approval of funding n The system must provide for effective management, tracking and reporting by providing automated procedures to: …collect and manage information necessary to facilitate the delivery of client services, the acceptance and referral of clients, client registration, and the evaluation of the need for services under title IV -B Subparts 1 and 2, family preservation and support services, family reunification and permanent placement… Mentor Meeting August 23, 2005 2

o 45 CFR Chapter XIII 1355. 52 Funding authority for statewide automated child welfare information systems. n n States may receive Federal reimbursement for expenditures related to a SACWIS, to the extent such system: Provides for more efficient, economical and effective administration of the programs carried out under a State plan approved under title IV-B and title IV-E. Mentor Meeting August 23, 2005 3

Tips for SSIS Use o Intake call comes into the agency n n n Enter intake into SSIS instead of onto a form (handwritten or in Word). CPS reports screened in or out on SSIS (instead of documenting decisions on paper form) Case assignments made within SSIS (instead of paper form or assignment book) Mentor Meeting August 23, 2005 4

o Social Worker begins assessment n n Take minimal notes during contacts Enter complete case notes at a routine time into SSIS (instead of extensive handwritten notes), daily entry works best Safety assessment completed prior to allowing the child to remain in the household Complete risk assessment after all contacts, but prior to decision regarding case disposition. Mentor Meeting August 23, 2005 5

o Case opened for case management n n n Social worker routinely enters contacts/case notes in SSIS (instead of the little black book) Social worker enters placement within 48 hours of making placement (instead of filling out paper form) Draft of child protection plan or out-of-home placement plan begun within SSIS as soon as possible after meeting with family, and finalized in collaboration with family (within 30 days) (instead of handwriting plan for clerical support to type) Mentor Meeting August 23, 2005 6

o Social workers use data cleanup tool regularly to meet federal reporting requirements and save time. n Reporting requirements are related to quality social work for children and their families. Example: court reviews of placement are important for clients, and must be reported for AFCARS. Also important for IV-E documentation Mentor Meeting August 23, 2005 7

Additional Required Documentation o o o Notices and letters to reporters and clients (always required) Reports to Court (always required) Listing demographics (always required) Case plan goal (always required) Date of parents’ TPR (always required) Mentor Meeting August 23, 2005 8

o Foster family structure, years of birth, race and hispanic origin (not required until AFCARS reporting began) o o Case plans (always required) Time reporting (always required at some level) o Client diagnosis/disabilities (probably only needed in plans or social history) Mentor Meeting August 23, 2005 9

So, why use SSIS? o o The best information in the system produces the best information from the system. Agencies use good data to support requests for staff, funding, and services. County boards, state government, and federal legislators look to results and outcomes from services provided. Mentor Meeting August 23, 2005 10

o o The results of child welfare practice can be assessed and evaluated by the analysis of data. Better analysis of current social work practice can result in improved approaches to the work for future clients. Mentor Meeting August 23, 2005 11

SSIS and CFSR &/or CCSA (Child and Family Service Reviews/ Children and Community Services Act) o CFSR- County-by-county review of achieving safety, permanency and wellbeing outcomes for children. n n Data is based on: o County Self-Assessment o Case Review Data & National Standards o Stakeholder interviews Program Improvement Plan (PIP) is required for those items rated an area needing improvement and unmet National Standards. Mentor Meeting August 23, 2005 12

CCSA Plans o o o Counties required to submit a Biennial Service Agreement to DHS to receive funds (06 -07 due late 2005) Service Agreements establish outcomes and identified strategies counties will use to achieve these outcomes. Outcomes: Children’s Mental Health, Safety, Permanency and Well-Being Mentor Meeting August 23, 2005 13

CCSA Outcomes o There are 10 Indicators/Measures n 9 are closely related to the CFSR & National Standards o Repeat Maltreatment o Maltreatment in foster care o Re-entry o Stability o Reunification, adoption and LTC Relative w/in timelines o Initial health exams for placement cases o Mental health screening Mentor Meeting August 23, 2005 14

National Standards o Currently set from 1997/98 NCANDS (National Child Abuse and Neglect Data System) & 2001 AFCARS (Adoptions and Foster Care Analysis and Reporting System) o Six data elements/#’s reported to counties on how they compare o o o Mentor Meeting Repeat Maltreatment in foster care Re-entry Stability Reunification adoption August 23, 2005 15

So how does this relate to using SSIS? o CFSR n Rely on Documentation in case file/SSIS & case related interviews o o Mentor Meeting Documentation can be an underlying theme for items rated an area needing improvement and action steps will be required as part of the county’s PIP. Non-required SSIS data elements (and those documented in separate paper forms) may require entry to avoid hand counting in order to measure improvement in the PIP. August 23, 2005 16

Documentation and the CFSR o CFSR and why document? n n Recall of dates, times, places… Change in workers Verify/confirm activities Measurement of the PIP Mentor Meeting August 23, 2005 17

Items Requiring Documentation o Safety n Timeliness of Initiating and Investigation (Item 1) o n Repeat Maltreatment (Item 2) o n Required fields Services to Family to Protect Children in Home and Prevent Removal (Item 3) o n Dates, victim seen, efforts made…Required fields Structured Decision Making Tools Risk of Harm to Children (Item 4) o Mentor Meeting Structured Decision Making Tools August 23, 2005 18

Items Requiring Documentation o Permanency n n Foster Care Re-Entries (Item 5) o Dates, Reasons Stability of Foster Care Placement (Item 6) Dates, Setting, Reason for changes Permanency Goal for Child (Items 7 -10) o Dates Visiting with Parents and Siblings in Foster Care (Item 13) o Recollection & verification of dates/ frequency o n n Mentor Meeting August 23, 2005 19

Items Requiring Documentation o Well-Being n Child and Family Involved in Case Planning (Item 18) o n Current case plan in file? Worker Visits with Child and Parents (Items 19 & 20) o Mentor Meeting Recollection & verification of dates/ frequency August 23, 2005 20

Items Requiring Documentation Outcome: SSIS Reports Charting & Analysis Report Data From CCSA &/or CFSR Workers Input Data Methods of Measurement Mentor Meeting August 23, 2005 21